Fitness Q A Amendment 11.8.24.pdf

Illinois Department of Central Management Services Fitness Center Management 555 W. Monroe

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Questions and Answers

Q1 What if our intended subcontractor is in the process of becoming BEP certified, can we still list them on our U-Plan?

A1 Per Utilization Plan Version 25.1, Part IV, Contract (Specific) Goal to be Achieved by Vendor, for a U-Plan to be considered, the submitting non-BEP/VBP prime vendor’s proposed BEP/VBP subcontractor(s) must be BEP/VBP certified with the State of Illinois in at least one of the solicitation’s NIGP Code(s) when the bid or offer opens.

Q2 Is it mandatory for the Offeror to complete the “Commitment to Diversity” form if we are already BEP certified? If not, what sections are mandatory?

A2 See Section D.4 Commitment to Diversity Elements in the RFP solicitation. Additionally, see Section C.1

Required Documents to Complete and Submit.

Q3 Do we have to contract another MBE, WMBE, WBE, or DBE business if the Offeror is MBE certified and

100% minority-run?

A3 See U-Plan version 25.1, Utilization Plan Part I, Bidder/Offeror Signed Commitment for the available options to fulfill the solicitations BEP Goal.

Q4 If personal trainers and other staff are independent contractors/1099, are they considered subcontractors (particularly for the Utilization Plan component)?

A4 See response A1.

Q5 Per section E.10.3, "the offerors must always have financial resources sufficient," does this imply that operation costs are incurred by the awardee for the 5-year duration of the contract?

A5 Yes.

Q6 Can payment plans/terms be negotiated to ensure payments are received throughout the 5-year contract period, particularly for start-up costs?

A6 See Section D.5 Price and Sections F.5.3.1. and F.5.3.2. of the RFP.

Q7 Will the project budget be accessible to offerors during the submission phase?

A7 Section D.5 Price of the RFP states in part, “Pursuant to 30 ILCS 500/53-10(b) this is a concession contract, and the State shall consider price to be fair and reasonable and will award based on the highest or best offer when the State receives a lease payment. The State determines whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.”

Q8 Are state employees who qualify for gym membership paying the state directly or paying the business that holds the awarded contract?

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Questions and Answers

A8 See Section F.5.3.2. of the RFP.

Q9 Please clarify if IPG Active Registered Vendor Disclosure must be submitted if the business is MBE and

BEP certified. If so, what part? (Directions offer this as an option and not mandatory)

A9 Per Section C.1 Required Documents to Complete and Submit of the RFP, the Offeror shall submit either a Vendor Disclosure or IPG Active Registered Vendor Disclosure.

Q10 Please clarify section F.5.3.1.

a) Does this signify that the awardee is responsible for a monthly rental fee for the duration of the contract?

b) In the provided RFP document, section D.5, “when the state receives a lease payment.”

c) Is the offeror renting the space?

A10a) Yes.

A10b) See response A10a.

A10c) Yes.

Q11 In RFP E.8, the Document states, “the awarded Vendor shall invoice after the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.” Does this mean completion of the contracted period (5 years) or completion of the award date?

A11 At the completion of the contract period.

Q12 What is the name of the company that sold and maintained the current fitness equipment? Do they currently have a maintenance contract with the state facility? Can you provide brand and year purchased?

A12 The name of the company that currently maintains the equipment is eFit. Yes, there is a service contract in place. The brand name and purchase date is unknown as the equipment came with the building when purchased by the State in 2021.

Q13 Does the facility have current access points for handicapped and people with disabilities?

A13 The lobby entry doors are equipped with ADA doors.

Q14 Does the fitness center currently have social media platforms?

A14 Currently, there is no operating fitness center in the location of 555 W. Monroe Chicago, Illinois.

Q15 Should cleaning services for the gym facility be operated by the building/state, or should that component be considered when drafting the proposal?

A15 The Offeror should consider and provide for various scenarios when submitting their proposal.

Q16 Do you have a schedule for replacing outdated or heavily used equipment? If so, what does that schedule look like? how often is it inspected and maintained?

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Questions and Answers

A16 Currently, there is no plan in place.

Q17 What is your protocol for addressing equipment repairs? How quickly can repairs be expected to be completed when issues arise?

A17 Currently State of Illinois staff or a licensed vendor makes necessary repairs.

Q18 How do you handle repairs for non-equipment issues, such as damaged flooring, walls, or locker room facilities? Can you provide a breakdown of any maintenance fees or charges associated with repair work?

A18 There is no maintenance fee breakdown available, when feasible the State takes care of such repairs internally.

Q19 Will access to the fitness center be limited to employees, or can their immediate family members

(spouse/partner, dependents) also join? This is a key to growth in membership and generated revenue.

A19 Fitness Center access will be limited to State of Illinois employees at the 555 W. Monroe, Chicago Illinois location.

Q20 If family access is included, are there any additional costs, rules, or limitations to their use?

A20 See Response A19.

Q21 What access control or check-in system will be implemented to ensure only authorized individuals use the facility?

A21 Currently there is a waiver that is completed by an individual requesting access. Once approved, access is added to their State of Illinois employee badge to use on the card reader outside of the fitness center entry doors.

Q22 Does the gym/building provide WIFI, or will we be responsible for internet service?

A22 No.

Q23 If the offeror is awarded the contract, would we be able to sell old inventory to use or invest in new inventory?

A23 Contract terms and conditions can be negotiated with the awardee upon contract award.